Assistant Director, Presidential Correspondence - Office of Advancement
Assistant Director of Presidential Correspondence - Office of Advancement
The Office of Advancement supports the mission of Georgetown University, its faculty, and students by developing relationships with key constituencies, connecting with alumni, and working with donors to help them know and understand opportunities for partnership with the university.
As a member of the Georgetown University Office of Advancement's stewardship team, the Assistant Director, Presidential Correspondence works to build a culture of gratitude and ensures that the university's most generous donors are appreciated, informed, and engaged through timely, informative, and accurate communications from the university president. This individual ensures that donors are appropriately and consistently acknowledged and recognized for significant gifts to Georgetown University. A strong sense of responsibility, integrity, thoroughness, attention to detail, and timeliness are critical. Errors and poor judgment can have a negative impact on the university's relationship with its donors and their level of trust. The quality execution of this function ties directly to a donor's impression of the university, their feelings about having made a gift, and their inclination towards future giving.
The Assistant Director of Presidential Correspondence is responsible for managing Georgetown's presidential acknowledgment program, including drafting donor acknowledgments and a variety of other written communications to Advancement constituencies from the president. The Assistant Director of Presidential Correspondence manages the process of producing correspondence from start to finish, which includes writing initial drafts, checking all details, managing the review of drafts, the mailing of the letters, and ensuring that correspondence is recorded in the university's database. It is critical that this operation is timely, accurate, and collaborative with Georgetown colleagues, and that the incumbent reflects Advancement's core values of service, integrity, collaboration, and goal-driven performance in daily work habits and practices. Duties include but are not limited to:
- Analyzes, on a daily basis, reports of new gifts received by the university. Determines which gifts require presidential correspondence.
- Tracks, on a daily basis, the receipt of new donor agreements. Determines which gifts require presidential correspondence.
- Writes and generates the acknowledgements to individuals, corporations, and foundations that carry the signature of the President.
- Ensures proper and timely acknowledgment of gifts.
- Manages approval process for drafts.
- Coordinates correspondence carefully with the President's office and with the development officers who have contacts and relationships with donors.
- Collaborates with stewardship colleagues as needed for acknowledgments produced by other signatories.
- Ensures that correspondence includes accurate VIP attributes and presidential salutations.
Manage presidential correspondence related to Office of Advancement activities
- Prepares personalized letters and email messages from the President. Correspondence will include prospect visit follow-up letters, event follow-up letters, visit request letters, thank-you letters to hosts of receptions and dinners, congratulatory and condolence letters to donors and alumni, responses to letters and emails from donors, and more.
- Drafts or edits grant proposal cover letters and letters from the president that appear in event programs and Advancement publications.
- Collaborates with development officers and donor relations colleagues to develop strategic messaging for correspondence to further engage and cultivate donors.
- Manages the approval process for correspondence.
- Provides updates to colleagues who requested the correspondence throughout the process.
Track and upload all correspondence
- Ensures that copies of all correspondence are loaded into the university's database for future reference.
- Tracks all pending and completed correspondence.
- Tracks metrics associated with acknowledgments and donor correspondence.
- Manages other colleagues who assist with these tasks as needed.
New Initiatives and Other Duties as Assigned
- Contributes to or manages other stewardship and donor communications initiatives on an as-needed basis.
- Participates in events as needed.
- Serves on Office of Advancement and university committees as assigned / necessary.
- Bachelor's degree required
- A minimum of 2-4 years of professional experience, preferably in a higher education or non-profit environment
- Must have superior organizational skills, excellent attention to detail, and proven experience working independently.
- Due to the level of confidential information handled, this position requires careful judgment and discretion
- Flexibility, efficiency, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments
- Outstanding oral and written communications skills including writing, editing, proofreading
- Diplomatic and collaborative skills
- Ability to handle multiple tasks and priorities simultaneously, and consistently meet all deadlines
- Ability to effectively manage projects that are both data driven and relationship driven
- Promptness and accuracy are critical in the production of presidential correspondence
- Strong collaborative nature and service orientation
- Commitment to Advancement's core values
- Proficiency with MS Office Suite
- Experience working with donors
- Experience writing and editing correspondence
- Knowledge of correspondence etiquette
- Familiarity with fundraising databases or the SalesForce platform
- Knowledge of Georgetown University
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Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.